topic Birthday workflow using monthly imported list in Tips, Tricks & Best Practices

Birthday workflow using monthly imported list

AYohe — Mon, 01 Dec 2025 16:08:12 GMT

What is the best way to build a workflow that sends an email on a contact's birthday using an imported segment (contains email and associated birthday) every month?

Re: Birthday workflow using monthly imported list

karstenkoehler — Mon, 01 Dec 2025 19:11:48 GMT

Hi @AYohe,

The easiest way would be to create a contact-based workflow on a schedule:

Specify your segment membership where the arrow points. Alternatively, simply filter for "Birthday is known".

The only workflow action is the send of the automated birthday email.

You would simply have to make sure that your import file contains the birthday column and is filled with the actual birthday and that you import the list before the date of the first birthday arrives.

Best regards

Re: Birthday workflow using monthly imported list

shampt — Tue, 02 Dec 2025 06:50:16 GMT

Hi @AY o he

A reliable way to handle this is to create a recurring workflow that refreshes your imported segment each month, then applies a date-based trigger tied to the birthday field. Most platforms let you set a “send on the contact’s birthday” or “send when date matches month/day” condition, which removes the need to rebuild the flow manually.

The key is keeping the segment updated so the workflow always has the correct data. As long as the birthday field is mapped properly and the import happens on a monthly schedule, the automation should run smoothly without extra maintenance.